2In the context of ICT Strategy , the European Parliament has launched three major programs under the responsibility of DG ITEC, the Directorate General for Innovation and Technological support.eParliamentPaperless (eCommitee)Knowledge ManagementThe three programs aim to improve:The legislative and parliamentary document productionTheir publication, search and disseminationThe mobility of the Members and agents of the European Parliament
4Vision & Strategic Alignment Program MandateBusiness objectivesFacilitate document creationFacilitate document verificationMinimise input errorsFacilitate reuse for translationFacilitate reuse for publicationReduce cost over Life-cycle of documentsProvide digital signature4 technical objectivesUse of XMLA central repository for parliamentary texts productionSet up digital signatureSet up a pool of reusable functionsStrategic alignment: link of IT objectives to business objectives-> the validation of SG and Bureau shows that e-Parliament is « in line »
5At least 10 document repositories Current weaknessesAt least 10 document repositoriesRepetitive manual actions in the process of document creation with the inherent increased risk of handling errors and wasted timeInefficient signature process which rely on paperIT systems developed in “Silo”: persistence of duplicate code to perform similar services in different applications10 text repositories:Each repository may contain the same file with different contentHow to identify the correct version ?Repetition of maual input and copy/paste in Wordlot of input errorsLot of loopback during the productionLack of timeQuality of texts at the end of the processUnefficiency of signature processAssistants run after MEP for signingSign on fax (so fax to find)SILO developmentAlways like that in organisations120 applications on Legislative activities (<> administration)Difficult to interface and difficult to change
6Production Dissemination Scope and BenefitsProductionDisseminationImprovedocumentcreationProvideelectronicsignatureverificationreuse fortranslationMinimise input errorsReduce time (cost) over Life-cycle of docsTranslateVerifyReceiveCreateUpdateSignImprove quality of textDisseminatePaperInternetIntranetPublicationreuse for Internetdisseminationreuse for IntranetBenefits direct (under “Production) and not direct (Enabler for “Dissemination”)Transition to next slide: focus on Production
7Reduce time (cost) over Life-cycle of docs Scope and projectsProductionReceiveCreateUpdateSignVerifyTranslateAmendment toolAT4AMVerificationtoolDSTTranslationtoolCAT4TRADBusinessXMLGeneric authoringAT4LEXImprovedocumentcreationUniqueRepositoryDigitalSignatureDiSPImprovedocumentverificationXMLServicesDM-XMLXMLRepositoryPURE-XMLImprovereuse fortranslationProvideelectronicsignatureDigitalsignatureSlide in 4 stepsFocus on production benefitsHow IT will achieve these benefits: technical strategy (XML, repository…)What projects visible by users will implement this strategyWhat foundation projects are setup to sustain the visible projectXML « eXtended Markup Language »: Language structured through tagsStructured Content: piece of informations are managedReuse: automatic filling> Examples: procedure data retrieval, new language version filling« Business-oriented »: identify business information, like author, procedure, committee, instead of « rendering-oriented », like ooxml (word XML) that describes bold, italic, centered,…Unique Repository (for Production only)Search during productionDuplicates are managed: if an author produces a new version while the previous one is translated -> centralisation allows to manage the caseDigital SignaturePaperless flowMore and more IT lifestyle (example: Wifi in Plenary)Pool ofreusablefunctionsMinimise input errorsXML StandardAkoma NtosoXML4EPReduce time (cost) over Life-cycle of docs
8Scope and projects – Phase 1 Foundation componentsXML Standard/XML4EP: XML modelization (Akoma Ntoso) of parliamentary documentsXML Services/DM-XML: Document Models in XMLXML Repository/PURE-XML: Parliament Unique Repository for XML text production including services layerDigital Signature/DiSP: Digital signature portalGeneric applicationsAT4LEX: a tool for parliamentary and legislative text creationDST/Drafting Support: a tool for text verificationAT4TRAD/CAT4TRAD: authoring and computer-aid tool for translation services1st application alignment (pilot): AT4AM - Authoring Tool for AmendmentsXML Standard Akoma Ntoso (XML4EP)XML services (DM-XML)XML Central repository (PURE-XML)Digital Signature Portal (DiSP)10 text repositories:Each repository may contain the same file with different contentHow to identify the correct version ?Repetition of maual input and copy/paste in Wordlot of input errorsLot of loopback during the productionLack of timeQuality of texts at the end of the processUnefficiency of signature processAssistants run after MEP for signingSign on fax (so fax to find)SILO developmentAlways like that in organisations120 applications on Legislative activities (<> administration)Difficult to interface and difficult to change88
9Roadmap … 2010 2011 2012 2013 Creation of Petitions XML translation XML amendmentsfor Committees(AT4AM)for Plenaryon REGXML verificationof legislativeAmendments(DST)XML collaboration(AT4AM&DST)PlenaryCRE(ACTES)XML WrittenDeclarations(DECL)ParliamentaryQuestionsin XML(QP)XML translationof CommitteeAgenda(ITER&CAT4TRAD)Digitalsignature of(AT4AM&DiSP)Reports withGenericAuthoringTool(AT4LEX)PV(SCHED)PetitionsVotingList(ALV)MarchSept.Nov.April…2010201120122013
12e-Parliament program aims to improve Conclusione-Parliament program aims to improveThe time required to produce parliamentary textsTheir qualityTheir accessibility and disseminationbyIntegrating a business-based XMLUsing a central repository for productionImplementing the digital signatureRe-using functions and tools as much as possible
13Citizen Members e-Parliament & other programs Secretariat General Production:e-ParliamentDissemination:KM, Paperless,Europarl, EP IntranetMembersSecretariatGeneralCitizenArrows meanings:1 – To whom processes deliverProduction delivers documents to SGDissemination delivers information to Citizens2 – To whom programs deliver their benefitse-Parliament delivers its benefits to SGKM delivers its benefits to Members3 – (Reverse direction) From whom will come the expectationsExpectations on Dissemination programs come from SG, Members and CitizensBenefits: positive changes in the processes that bring an added-value to clients13
15Objective & components “This program seeks to replacethe files drawn up for group andcommittee meetings by electronic files.They will be available for consultation bymeans of an individual mobile devicein all (available) languages.”
16Objective & components “eCommittee project aimsto provide a unique working spaceto deal with all committeedocuments and information.”
24Benefits ICT modernisation: Enabling mobility Saving the environment: Less paper consumptionReducing storage space:Eliminating filing cabinetsReducing costs:Less space, paper, printing machines, ink and toner cartridges, repairs and support.Improving efficiency :Real-time update and delivery of up-to-date versions of documents.Increasing productivity:Faster business workflow, easy access to documents (anywhere , anytime…)Enhancing information sharing:Enabling collaboration – information can be shared at any timeLimiting the stress related to printing:No more waiting for printing versions
25Legislative Knowledge Management (L-KM) Program 25
26Why KM for EP?An “EP worker” typically consults a considerable amount of information sources daily
27Why KM for EP?An “EP worker” typically consults a considerable amount of information sources daily
28Where can I find a document? What is the context of a document? Why KM for EP?An “EP worker” spends a lot of time searching within all this informationWhere can I find a document?What is the latest news?How does a system work?Who knows what?What is the context of a document?
29Why KM for EP?An “EP worker” typically collaborates and shares information with many different people
30How can I manage all this? Why KM for EP?How can I manage all this?
31Collaborate Interact Your communities KM ConceptOrganizeYour working contentSearchCollaborateInteractYour communities
32KM PortalAll your favourite content, your communities and your activities in one location!
33Easily integrate your favourite sources KM PortalEasily integrate your favourite sources
34All your favourite sources at a glance KM PortalAll your favourite sources at a glanceOrganize it in the way you want!
35Search on multiple sources Refine search results Save search KM Portal featuresSearch on multiple sourcesRefine search resultsSave searchSubscribe to results of your searchCreate your own dashboard and customize itSubscribe to feeds from other websitesSubscribe to relevant sources proposed by the KM Governance boardThe portal will automatically suggest relevant content based on your interestsContent based on your profile
36Search multiple sources in one click Integrated SearchSearch multiple sources in one click
42Single access and a quick view of the latest updates of your interests Global IntegrationSingle access and a quick view of the latest updates of your interestsIntegrated search on multiple sources and contextualised resultsExchange of information with your communities via collaborative workspaces
43EP staff involved in the parliamentary activities Plenary Committees Main Target GroupMembersAssistantsPolitical groupsEP staff involved in the parliamentary activitiesPlenaryCommitteesDelegationsCommunication
44KM Governance Board – Working groups June 2012 Roadmap2012May 2012Portal v1Integrated search(Register, Oeil,Europarl, Eur-Lex)Relevant SourcesPlanning will depend on the findings of the activities launched in 2012Portal v2 (advanced features)Integrated search (other internal sources, external sources)Deployment of a collaboration toolNov 2012Contextual aggregationPilot project – collaboration tool (end of pilot phase)KM Governance Board – Working groupsJune 2012Pilot project – collaboration tool (functional analysis)
45ConclusionsThe Programme comprises: KM portal, integrated search engine, content aggregation and collaborative workspaces.Governance Board with representatives of the Political Groups, the Members’ Assistants and the Directorates General has set up 3 working groups dedicated respectively, to the KM portal, the identification and selection of relevant sources and the SharePoint pilot project "collaborative workspaces".Version 1 of the portal is planned for May 2012, while version 2 will be available in Q1/2013. The conclusions of the SharePoint pilot project are foreseen at the same time. Planning could be reviewed following the works and conclusions of the working groups.The indexing of the parliamentary documents’ backlog (6th and 7th terms) is close to completion; current production started in February 2012.
46ConclusionsThe KM (beyond the technical solution) is mainly a culture that will have to be developed long term in a structured and continuous process.The role of DG ITEC is to support this development, but it will also be essential for users to embrace this culture to allow the Parliament to reap the benefits.